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TRAVEL

 

Any questions on travel, either domestic or international, for faculty and staff, can be directed to Joan Gardner (jgardner@purdue.edu ), the school travel administrator, or the Purdue Travel office (purduetravel@purdue.edu 765-494-7354). 

If assistance is needed planning a trip the University corporate travel contact is AAA (purduetravel@aca.aaa.com ) #877-379-0299.

For AAA Domestic reservations, contact AAA via #800-381-0971.

Please note:

For employees with no travel card/non-employee/student/student group (10 or more) travel, Purdue has an agreement with AAA to assist with travel arrangements. 

When a cost comparison is required, please contact the Central Travel (purduetravel@purdue.edu) and they will prepare the necessary cost comparison documentation. If this is not processed before the trip, the traveler risks having airfare reimbursement decreased quite a bit.

When is a cost comparison required? When personal travel is combined with business travel.

Guidelines for working with AAA (conference rates)

• When working in Concur or AAA Travel for lodging reservations that will need to utilize a conference rate, the event coordinator needs to leave a note with the agent providing the conference code & rate.  The rate will be adjusted.

Please provide the business office the below information and they will obtain Central’s approval for use of the AAA ghost card before travel arrangements can be made. Email busproc@purdue.edu

• Who are the travelers (name and email)
• Purpose of the use of the Travel Ghost Card
• Account to use to reconcile the charges back to
• Estimated cost (if possible)

https://www.purdue.edu/procurement/travel/resources/index.php

Submit Reconcile Expense Reports after the conclusion of the trip

• To ensure expenditures are correctly reported for the University, all travelers are required to submit their travel expense information and receipts within 14 days after returning from a business trip.
• Expense reports that are not cleared within 180 days or longer after the last day of official business travel will be submitted by Purdue travel staff on behalf of the traveler. 
• Personal reimbursements will not be allowable after 180 days after the last day of official business travel.      

Flight Guidelines

• Reduced from 14 hours, eight hours is the new threshold for a flight upgrade to business class to be an allowed expense, and layovers are considered part of that time.
• The maximum reimbursable amount for a domestic flight which includes personal time and does not have a cost comparison was increased from $400 to $550.
• The maximum reimbursable amount for an international flight which includes personal time and does not have a cost comparison is now capped at $1,000.

Travel cards - if an employee anticipates more than 3 trips in a calendar year, they can obtain a travel card (tcard) to help pay for their travel expenses.  Please contact Sandy (Saundra) Johnson at busproc@purdue.edu for further information to initiate the card application.  An important note on travel cards is that they are to be used by and for the traveler they are assigned to and not for student or other area travel expenses.